...
Appointment letter templates are available from the Provost’s Office. Signed appointment letters must be uploaded to Worker Documents in Workday.
When is a contract needed?
...
Contracts for summer employment are strongly recommended, but not required.
Maintaining contracts
Academic HR Partners should regularly run the Workday report Faculty Positions Missing Contracts – RPT0976 for their unit sup orgs and take action for any faculty member identified as having a missing or expired contract. As a reminder, all faculty in active positions in the following populations should have a contract in Workday:
...
c) Terminate the appointment. If they return to employment after termination, they will have to be rehired in Workday via PAR.
Retired faculty members who have been on Modified Service, but are no longer, should be terminated in Workday. If they return to work later, they can be rehired.
See Maintain Professional Track Faculty Contracts Workday Instructional Guide (W.I.G.) for additional information and instructions.
Contract start and end dates
Contract start and end dates for Professional Track faculty depend on whether or not the faculty is 9-month or 12-month. For 9-month faculty, dates should follow the semesters, with the start date being either 8/16 or 1/1 and the end date being either 12/31 or 5/15. For 12-month faculty, the start date should be 8/16 and the end date should be 8/15.
Contract terms
Definitions:
Short term:
Length: One year or less. Also used for an assignment beginning in the summer and ending no later than 8/15 of the following summer.
Frequency: By semester or annually
Two years (fixed term):
Length: Two years or less, but more than two years.
Frequency: Once per full-term
Three years (fixed term):
Length: Three years or less, but more than two years.
Frequency: Once per full-term
Two years rolling:
Length: A two-year contract term extended by one year each year, rather than the assignment of a new contract term after the previous term has ended.
Frequency: Annually, with beginning and end dates adjusted one year forward.
Example:
First year contract dates: 8/16/2024-5/15/2026
Second year contract dates: 8/16/2025-5/15/2027
Third year contract dates: 8/16/2026-5/15/2028
And so on
Three years rolling:
Length: A three-year contract extended by one year each year, rather than the assignment after a new contract term after the previous term has ended.
Frequency: A new letter must be issued each year, with beginning and end dates adjusted one year forward.
Example:
First year contract dates: 8/16/2024-5/15/2027
Second year contract dates: 8/16/2025-5/15/2028
Third year contract dates: 8/16/2026-5/15/2029
And so on
Multi-year contracts
Multi-year contracts were designed to recognize extended and exemplary service to the instructional mission at UT Austin. Therefore, multi-year contracts are typically extended after six semesters or more in rank at UT Austin. Multiple year contracts should be at 50% time or greater for the full fixed period, and for no longer than three years.
...
Rank level | Titles | Minimum contract type | Maximum contract type |
|---|---|---|---|
All new hires | All titles (but typically entry-level) | Short term | With Provost approval only, 3-year fixed or rolling |
Entry | Lecturer | Short term | Typically after first six semesters of employment: 3-year fixed or rolling |
Mid | Senior Lecturer | 2-year fixed or rolling | 3-year fixed or rolling |
Highest | Distinguished Senior Lecturer | 3-year fixed or rolling | 3-year fixed or rolling |
Notification of course assignments and class details
...
Semester | Deadline for notification |
|---|---|
Fall | July 16 |
Spring | December 1 |
Summer | April 16 |
Process for changing from a rolling to a fixed-term contract
Individuals on rolling contracts must receive a new appointment letter in advance of every academic year that includes an additional year of employment. An individual may be moved from a rolling contract term to a fixed contract term encompassing the same number of years (i.e., 2-year rolling to 2-year fixed or 3-year rolling to 3-year fixed) at the discretion of the supervisor(s). When an individual is moved from a rolling to a fixed contract term, this must be clearly communicated in a new appointment letter.
The end date of the new, fixed term, is dependent on when the change is communicated. If communicated May 1 or earlier, the current year may serve as the first year of the new term. If communicated May 2 or later, the subsequent year will serve as the first year of the new term. Exceptions may be made to this timeline on a case-by-case basis following consultation with the Provost’s Office.
Process for non-renewal of a short-term or fixed contract
...
For non-renewal letter templates, see ServiceNow: Faculty Affairs & Academic Personnel Services > Knowledge > FA/APS Knowledge Articles > Professional-Track Titles, Contract Terms, and Renewal Guidelines.
...
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.
...